Contracts are an add-on in Boardeaser and are activated in the Product Shop.
With contracts, all the business' agreements and contracts can be saved and monitored from one place.
Click "Documents" then "Contracts" in the left menu. Then click the “New Contract” button to add your first contract.
Title the contract and upload the contract file. Click the button "Show more" to set specific information about the contract. Finish by clicking "Save" or "Save and mark as verified".
The Contract Administrator role
Users who are assigned the Contract Administrator role and the Restricted permission are given full Contract administration rights (ie they can add, edit and delete contracts) but do not have access to any other functionality in Boardeaser.
Fill in more information
In order for Boardeaser to be able to monitor important dates for the contract, you need to click on "Show more". A number of fields with information to fill in will then appear.
In the "Contract type" field, the general template for contracts is selected by default, but you can also choose permanent contracts or time-limited contracts under "Contract type". For general contracts, you can enter:
- Start and end dates
- If/when the contract is terminated
- The value of the contract for your business, type of value and currency
- Responsible and administrator
- Contracting parties
- Permanent contract
If you specify the contract type as permanent, the field for end date disappears, otherwise it is the same information to fill in.
If you specify that the contract is limited in time, the field for termination date disappears and a field for extension type is added. The extension type can be “No extension” or “Automatic extension”. If automatic extension is specified, the option to set a date for when the contract is terminated and the period when it is possible to terminate the contract returns.
When a contract is specified as time-limited and an end date is specified, a reminder time before the end date can also be specified, it is the person responsible who is reminded then. Boardeaser also reminds the Responsible when the end date is reached for fixed-term contracts that automatically renew so that a new end date can be entered in Boardeaser.
In addition to reminders for the person in charge, reminders can be set for the CEO, CFO, Vice Chairman and Secretary. These are sent 3 months before the end date and termination date.
If you as a user have specified not to receive any e-mails in the User settings, no reminders will be sent at all.
Verify and complete
When a contract is uploaded, the information can be verified immediately or simply saved, depending on whether you choose "Save" or "Mark as verified". If you discover that the information on an uploaded contract needs to be supplemented, you can click on "Mark for completion" and write to the administrator what needs to be changed. If you edit the information for a contract, you can ask someone else to verify it, then the administrator will receive an email that the contract needs to be verified.
Contracts that have been uploaded are displayed in a list when you click on Contracts and the “Contracts” tab. Here you see a summary of the information entered and can search and sort the contracts. It is also possible to view and download the contracts on the "Documents" tab.
If there is at least one contract with specified duration specified, the tab "Gantt chart" is displayed next to "Processed contracts". Click on the "Gantt chart" tab to see the durations on a time axis for entered contracts with start and end dates specified.
Submit contract via email
By clicking on the icon with the three dots at the top right and selecting "Email addresses" you will get to the management of email addresses that can be used to upload contracts automatically. The message must come from an email address used by a user in the organization. Attach contracts to an email and send to the specified email address and the attachment will be uploaded automatically.
Received contracts are displayed on the “Received contracts” tab. If you verify or mark the contract to be verified by someone else, it will be moved to the "Processed contracts" list.
Click on “Contract notifications” to view an event log specific to Contracts. You can sort and filter the list and expand certain events to see what information has changed.
Under the icon with the three dots at the top right, some other functions for Contracts are accessed.
Export contracts as pdf
You can export all contracts as pdf-files with contract information for all contracts or only active contracts. Please note that the contracts themselves are not included in the pdf.
Send contract request
You can send a message via email using this feature and request that another user upload a contract by replying to the message. Then it works just like sending contracts via e-mail as described above.
Here you can create and delete categories of contracts.
Settings for reminders
This is a shortcut to the reminders in Advanced Settings described above.